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How to Use Task Templates and Label Colors in Microsoft Planner

Camila Milosovich Oct 10, 2026 869 views

Question details

The user is looking for options to create predefined, reusable task templates and wants to know how to change the label color across an entire task card.

How to Create Task Templates and Change Label Colors in Microsoft Planner

Product: Microsoft Planner
Device & OS: not provided
Scenario: Setting up standard operational tasks and organizing task boards visually using full-card color coding.
Observed behavior: Microsoft Planner currently lacks a dedicated reusable task template feature and does not support applying a color to the entire background of a task card.

Before you start

Ensure you have edit access to the Microsoft Planner board you are working on. Familiarize yourself with Planner's existing label system, which uses small colored tabs rather than full-card background colors.

Solution 1Recommended

Duplicate Existing Tasks to Serve as Templates

Since Planner does not have a native template gallery for individual tasks, creating a heavily detailed 'base task' and copying it is the best workaround.

By setting up a master task that contains all necessary checklists, descriptions, and standard attachments, you can easily replicate it whenever that specific workflow is needed.

Create a base template task

Click 'Add task' in your preferred bucket. Fill in all standard details such as checklist items, standard descriptions, and default labels. Do not assign it or set a due date yet.

Name the task clearly

Give the task a distinct name like '[TEMPLATE] New Employee Onboarding' so your team knows not to modify or complete the base task.

Copy the task when needed

Click the three dots (More options) on the template task card and select 'Copy task'. Choose which elements to include in the copy, name the new task, and assign it to the appropriate team member.

Duplicate Existing Tasks to Serve as Templates

Template Bucket: Consider creating a dedicated bucket named 'Templates' on your Planner board to keep all your reusable base tasks organized and separate from active work.

Solution 2

Maximize Planner Labels for Visual Organization

While you cannot color the entire task card background, you can use the built-in label system effectively to categorize and highlight tasks.

Free Microsoft Office alternative

Gain Complete Visual Control with WPS Spreadsheet Task Trackers

If Microsoft Planner's limitations regarding full-card colors and native templates hinder your workflow, consider managing your tasks with WPS Office. WPS Spreadsheet offers highly customizable project tracking templates where you can freely color-code entire rows, cells, and checklists. It is a lightweight, free alternative to Microsoft Office that gives you complete formatting freedom.

1. Download and launch WPS Office: Open WPS Office and select the 'Spreadsheet' module from the intuitive homepage.
2. Find a task template: Click on 'New' and search the rich template library for terms like 'Task Tracker' or 'Project Plan'.
3. Customize and color-code: Apply full background colors to rows using the 'Fill Color' tool to achieve the visual categorization not possible in Planner.

Access a wide variety of free, ready-to-use task tracking and project management templates.Enjoy full formatting freedom to change entire cell or row background colors for maximum visual impact.High compatibility with Microsoft Excel (.xlsx) formats for easy sharing and collaboration.Lightweight application with a familiar interface that requires zero learning curve.

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Frequently Asked Questions

Will Microsoft Planner add a feature to color entire task cards?

Currently, Microsoft has not announced plans to support full-card background colors. The primary visual identifier remains the colored label tabs. You can submit this request through the Microsoft Feedback portal.

How many custom labels can I use in one Microsoft Planner plan?

Microsoft Planner allows you to use up to 25 distinct color labels per plan. You can edit the names of these 25 colors to suit the specific needs of your project.

Can I save a whole Microsoft Planner plan as a template?

Yes. While individual tasks don't have native templates, you can copy an entire plan. Go to the Planner Hub, click the three dots next to an existing plan, and select 'Copy plan' to duplicate its buckets and tasks.

Can I use task descriptions as a template?

Yes. If you frequently use similar formats for tasks, you can write a standardized layout in the description box of a base task, then simply copy that task whenever you need to fill out the information again.

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